Privacy Policy

1. Scope

This policy covers personal information handled through trsphotographer.com, including public booking and review forms, complimentary-booking acceptance, payment status, client emails, the private My Booking page, Google Calendar scheduling, and the private owner dashboard. It includes final edited photographs delivered through the private My Booking gallery. It does not describe files handled entirely outside this website. The public website does not provide a client photo-upload field.

2. Information collected

Depending on how the website is used, it collects and stores:

• Booking and contact details: name, email address, phone number, selected package and add-ons, preferred session date and time, photoshoot type, lighting preference, shoot ZIP and time zone, location, and notes or special requests.
• Booking records: booking status, pricing and 50/50 payment amounts, acceptance and confirmation timestamps, Privacy Policy and Terms versions and acceptance times for paid bookings, archive status, and related email and Calendar identifiers. If the client requests text updates, the record also stores SMS consent and opt-out times and message delivery status. A separate optional review-text choice, its version and timestamps are recorded independently from booking-text consent.
• Payment references: Stripe Checkout Session and PaymentIntent identifiers, payment status, amount, currency, payment timestamps, remaining-balance status, and payment errors.
• Client change requests: the requested cancellation or new date, time, location, lighting preference, explanation, submission and decision times, and owner notification status.
• Pre-session questionnaire: optional planning answers relevant to the selected photoshoot type, such as attendee count, first names and ages when useful, preferred style, outfits, inspiration, event details, special requests, accessibility or mobility accommodations, and other details the client chooses to share. Draft or completed status, revisions, and save times are stored separately from the owner's private notes.
• Private gallery: final edited JPEG photographs uploaded by the owner, image names, sizes and order, selected cover, editing and delivery statuses and times. Files are kept in private object storage; clients receive access only after the owner publishes the gallery for their booking.
• Digital agreement and photo usage decisions: the booking ID, typed booking name, accepted Terms version, signed agreement record, separate optional permission choice and its revisions, timestamps, a keyed hash of the client network address, browser user-agent information, and delivery status. The website does not store the raw network address in the consent record.
• Complimentary bookings: the same session and contact details, plus secure acceptance records and the client's acceptance timestamp. Stripe is skipped for these bookings.
• Reviews: a 1–10 rating, written review, public-display consent, request/submission/approval timestamps, and associated booking information.
• Referral rewards: a booking-specific referral code, the connected referred booking, selected TRS-approved gift-card store, reward amount, eligibility time, and issued status. Gift-card fulfillment is manual; the website does not send this information to a gift-card provider.
• Technical and abuse-prevention data: request origin, content type and size, and short-lived rate-limit records. The site reads a network address supplied by its hosting provider, but stores only a secret-salted cryptographic hash of the relevant address, email, or review token for rate limiting—not the raw value in the rate-limit table.

The private owner dashboard also receives the authenticated owner's account identifier, email address, and, when available, name from its sign-in provider. This information is used to restrict dashboard access and is not part of the public client flow.

3. How information is used

The website uses information to:

• receive and manage booking requests;
• show each client their booking, payment and message status through a private signed link, and send requested changes to the owner for review;
• record electronic acceptance of the existing booking Terms before a confirmed session and the separate optional choice about use of session photos for portfolio, website, social media, advertising, or promotion;
• help plan a confirmed session using questionnaire answers shown only through the private My Booking page and owner dashboard;
• privately deliver owner-approved final edited photographs to the matching client, with individual and supported ZIP downloads;
• calculate package, add-on, retainer, and balance amounts;
• confirm availability and create confirmed Calendar events;
• send booking, acceptance, confirmation, receipt, balance, gallery delivery and optional review invitation emails;
• calculate sunrise and sunset from the shoot ZIP for preferred lighting and appointment starts;
• send transactional booking texts only with client consent when an SMS provider is configured;
• record payments and prevent duplicate processing;
• manage current and archived bookings in the owner dashboard;
• publish an approved review only when the client has consented; and
• protect public forms from automated or abusive submissions and troubleshoot service errors.

The audited website code contains no advertising network or behavioral analytics integration. Public booking and review pages do not intentionally set marketing cookies. The private owner sign-in may use authentication technology supplied by the hosting and sign-in providers.

4. Stripe payments

Paid bookings use Stripe-hosted Checkout. Stripe—not TRS Photographer's website—collects and processes card details. The website receives and stores Stripe transaction identifiers, amounts, payment status, and related timestamps; it does not receive or store a client's full card number. For paid bookings, Stripe is asked to save the payment method for a later off-session attempt to collect the remaining balance, with a fallback Stripe Checkout link when needed. A confirmed client may also initiate a separate Stripe Checkout payment for the recorded remaining balance through My Booking.

Before a paid booking is sent to Stripe, the client is shown this Privacy Policy and must choose I Understand & Agree. The client then separately reviews and agrees to the Terms & Booking Policies. The booking record stores both document versions and acceptance times. Declining either review returns to the homepage without submitting the booking or creating a Stripe Checkout Session.

Paid bookings use the active Stripe environment shown at Checkout. Sandbox and live records and credentials remain separate.

5. Email, text updates and Google Calendar

The website sends operational email through Resend. Client contact and booking details may be included in messages to the client and the TRS Photographer owner. The database records provider email IDs and delivery-attempt timestamps to support delivery tracking and duplicate protection.

Completing or updating a questionnaire sends a client confirmation and may send a consented text when available. These messages include the private booking link and completion status, but not the client's planning answers. Questionnaire answers are not added to the Google Calendar event.

Text updates are optional. A client may check the consent box on the booking form to receive transactional booking and payment messages at the supplied number. If an SMS service is connected, TRS sends only these operational updates, records provider message IDs, timestamps and failures, and honors STOP replies through the provider's opt-out handling. Email remains available without text consent. A separate optional choice in My Booking permits one text inviting an honest Google review after gallery delivery. Clients can change that review-text choice through their private portal. No review invitation text is sent using only transactional booking-text consent. The shoot ZIP is looked up in a local location dataset; it is not sent to an external geocoding service.

After a booking is confirmed, the website creates an event on the TRS Photographer business Google Calendar. The event may contain the client's name, email, phone number, package, session date and time, location, notes, add-ons, and payment or complimentary status. The Google Calendar event ID is stored with the booking. The website also checks configured calendars for busy times when evaluating availability.

6. Client reviews

Reviews submitted on this website use owner-initiated, secure, single-use link. A client may submit a 1–10 rating, written review, and a choice about public display. A review is not shown publicly unless the client consents and the owner separately approves it. When displayed, the public website shows the client's first name and last initial, rating, review text, and package name—not the client's email, phone number, session location, or full last name.

After a gallery is delivered, a separate invitation may ask the client to leave a voluntary, honest Google review. The email contains the official Google Business Profile review link when configured; a text invitation requires the separate review-text choice and a configured provider. No reward is offered. Clicking the link takes the client to Google, which controls its own review account and public display. This invitation does not submit or approve a review on the TRS website.

7. Security

The website uses owner-only authentication and authorization, server-side validation, signed and time-limited public-form tokens, honeypot fields, request limits, hashed rate-limit identifiers, Stripe webhook-signature checks, environment separation, processing locks, private booking links signed on the server, and idempotency controls. Service credentials are configured as server-side secrets rather than being placed in public page code. These measures reduce risk, but no website or transmission method can guarantee absolute security.

Gallery uploads remain private until owner publication. Each image request checks the owner account or the specific booking's signed private link on the server. Public portfolio display remains a separate choice under the optional photo usage permission.

8. Data retention and deletion

TRS Photographer keeps personal information only for the business, payment-record, scheduling, security, and client-service purposes described below. Most retention cleanup is an owner-managed process, not an automatic website function. Archiving a booking only hides it from the Current Bookings view; it does not start deletion or remove associated records.

The owner reviews expired records at least annually and deletes or anonymizes information that is no longer needed. Provider-controlled security and technical logs follow the provider's own schedule. Retention may be extended when reasonably necessary for an active payment issue, chargeback, fraud investigation, legal claim, or legal recordkeeping obligation. When that need ends, the normal schedule resumes. Successful review submission clears its single-use review token hash.

Final edited gallery files are held in private object storage while the gallery is available. The website does not currently perform automatic photo-file deletion or promise a fixed download window; contact TRS Photographer for a verified access or deletion review. Booking and delivery metadata follow the related booking record period above.

9. Third-party services

The website sends information to the following providers only for the functions described in this policy. Each provider handles information under its own terms and privacy policy:

• Stripe — hosted checkout, payment processing, saved payment methods, and payment-status webhooks.
• Resend — delivery of operational booking, payment, confirmation, acceptance, and review emails.
• Twilio, if enabled — delivery of consented transactional text updates and STOP opt-out handling.
• Google Calendar and Google APIs — availability checks and confirmed-session Calendar events.
• Google Business Profile — the client may choose to open an official review link after gallery delivery; TRS does not send booking details to Google when creating that link.
• Cloudflare infrastructure — website hosting, database and private gallery file storage, request routing, security, and technical logs.
• OpenAI / Sign in with ChatGPT — authentication for the private owner dashboard only.

10. Privacy requests and contact

To ask what information is associated with a booking, request a correction or deletion review, withdraw consent for future public display of a review, or ask a privacy question, email TRS Photographer with the subject Privacy Request. A phone call may be used to ask a question, but access, correction, or deletion requests must complete the verification steps below before any record is disclosed or changed.

1. Start the request. Write from the email address used for the booking and provide the client name, requested action, and approximate session date. Do not send card information or other sensitive identification.
2. Verify the requester. TRS Photographer replies only to the email address already stored with the booking and asks the requester to confirm two non-sensitive booking details, such as the session date and package. If that email account is no longer available, the owner may use the phone number already on the booking together with additional booking details. Newly supplied contact information is not accepted as proof by itself.
3. Review the request. No information is disclosed, corrected, or deleted until verification succeeds. TRS Photographer will acknowledge the request or send verification instructions within 10 business days and aims to complete a verified request within 30 calendar days. If more time is needed, the requester will receive an explanation.
4. Complete and confirm. Eligible information is corrected, deleted, or anonymized in the booking database and removed from the private gallery, public review, TRS-controlled Calendar event, and TRS-controlled email copies as applicable. The requester receives confirmation and an explanation of any limited information that must remain under the retention schedule.

11. Policy updates

This policy should be updated when the website's actual data practices change—for example, before live payments are activated or when the retention or privacy-request process changes. The updated date at the top will show when the policy was last revised.